General Aims
and Duties of the Science Fiction and Fantasy Association of New Zealand
(SFFANZ) and methods for achieving these.

Version 5

Note: The
below goals are not exclusive. It is hoped that once the basic goals are
achieved, SFFANZ will be able to extend it’s duties a bit further. It is
understood that we should take small steps, and make sure that each
foundational goal is in place before attempting new goals.Foundational goals have been marked as such.

Philosophy of SFFANZ (according to Norman): I believe
that SFFANZ should be run to benefit all fans as much as practicable. For
instance, if SFFANZ becomes involved in advertising for conventions, I suggest
that the advertising be phrased generally so that people who might just be
interested in a club would contact SFFANZ, and be given the name of a club
close to them.

This also implies that SFFANZ must be accountable to
ALL fans. Legally, only members of SFFANZ have the power to influence policy,
but the effort must be made to listen to all fans.

SFFANZ of course will try to find benefits for
members, to encourage joining. Without members we don’t have resources, either
monetary or people to help out.

Coming Up:

There is coming a point quite soon where we (the
discussion group) will need to contact all the clubs and groups we can think of
to let them know what we are doing. This will be to let them know what we are
proposing and ask them if they are willing to let SFFANZ be a spokesperson for
them. It is VERY IMPORTANT that we do this. I realise that the bigger SF clubs
are aware of what’s going on, but there will be a number of other clubs like
roleplaying clubs, SCA, and so that should be aware of what’s going on. They
may not be interested, but at the least we’ve made the effort to let them know
what’s being proposed.

1)[Foundational] SFFANZ be created as an
incorporated, non-profit society, and receive an IRD number as such.

a)SFFANZ will exist with the
mandate of New Zealand fans.

b)SFFANZ will be run for the
benefit of as many fans as possible, not just members of SFFANZ.

2)[Foundational] In general terms, SFFANZ will be responsible for
overseeing the annual New Zealand National Science Fiction and Fantasy
Convention(NatCon). This will involve:

a)Administration of the process
of awarding the NatCon to an organisation committee (ConCom).

i)This will take place at each natcon, where the
attendees of the natcon and the members of SFFANZ will vote for a natcon two
years hence.

ii)If for some reason, a Natcon
was not voted on the previous year, a Natcon may be voted for that is one year
in the future.

b)Providing an umbrella
organisation under which ANY SF or F convention may operate so that their tax
free status is assured. For that to happen legally, the following points are
necessary.

i)The convention needs to agree to be affiliated to
SFFANZ. It will thereby receive the same tax benefits as SFFANZ, in the eyes of
the IRD.

ii)The concom will be required to
sign a document stating that they will abide by the rules of SFFANZ. (Eg. Rules
relating to non-profit status, use of the database and so on.) [This document
to be worked out later on.]

iii)There are financial assurances
to guarantee that a convention that fails financially cannot drag SFFANZ down
with it.

c)Holding funds from previous
conventions, which can be used as a loan or as a grant to an upcoming
convention.

i)There will be specific requirements for receiving money
from SFFANZ. This is to ensure that the money is being given responsibly by
SFFANZ.

ii)SFFANZ will have the right to
refuse further funding to a convention IF it can be established that the concom
is badly managing the convention finances. In extreme circumstances, previously
advanced money may be required to be paid back.

iii)SFFANZ must ensure that funds
for ongoing expense requirements related to the running of SFFANZ are
available.

iv)The specifications for funding
have yet to be worked out in detail.

d)Holding the national Fan
database in trust for future conventions and fan contacts.

i)The use of this database will be governed by the
Privacy Act.

ii)The purpose of this database
is to enable fans to be contacted about SF and F events happening in New
Zealand.

iii)Individual statistical
information has been, and will be gathered. This will only be accessible to the
database administrator/s. However, aggregate statistics containing no
information from which individuals maybe identified will be available as
requested by interested parties.

e)[Foundational] Providing advice and practical help where possible to
the committees of natcons and other conventions within New Zealand.

3)[Foundational] SFFANZ must also ensure that New Zealand national SF
and F awards are made each year. This would normally occur at the Natcon.
Provision should be made, however, in case a Natcon is not held in a particular
year.

a)National SF awards (The Sir
Julius Vogel Awards) are to be made in conjunction with each NatCon.Works may be nominated that were published
or released in the calendar year previous to the Natcon. Only the members of
the current Natcon and members of SFFANZ may vote for these awards.

b)Those awards shall include the
following categories and any others that SFFANZ or their delegated agents may
see fit.

i)Fan Awards (given to fans for their contribution to
these areas of fandom.)

(1)Best Fan Writer

(2)Best Fan Artist

(3)Best Fanzine

(4)Services to Fandom (as deemed
appropriate)

ii)New Zealand Awards (The
following are suggestions. The idea is to use the Hugos as a basis for New
Zealand awards. The fans choose their favourite works and vote on them.)

(1)Best Novel

(2)Best Short Story

(3)Best Artist

(4)Best Film

4)SFFANZ will contribute to the
promotion of Science Fiction, Fantasy and fandom in New Zealand. This will be
achieved by any or all of the following:

i)Encouraging communication and relationships between
fan groups around the country.

iv)Advertising in order to
increase public awareness of local fan groups and activities.

v)It is hoped that with the
“bulk power” of SFFANZ, numerous stores which have some relation to SF & F
can be persuaded to give a discount to members of SFFANZ. This allows the
store/s to only deal with one organisation, rather than many scattered around
the country.

5)[Foundational] The board of SFFANZ are the people responsible for
the running of SFFANZ, and the carrying out of the wishes of the fans.

a)The administration of SFFANZ
is to be carried out by a board consisting of President, Secretary, Treasurer
and between 4 and 6 other board members. The President, Secretary and Treasurer
are known collectively as the executive.

b)The board will be elected at
the AGM of SFFANZ, by the members of SFFANZ.

c)The President will be directly
elected by the members.

d)The remaining members of the
board will be elected generally, then the positions of Secretary and Treasurer
will be chosen from among the elected members. Any other specific board
positions will be chosen from among those board members. Ie. Between 6 and 8
board members will be elected from whom the board will choose Secretary,
Treasurer and any other specific positions.

e)No person can hold the same Executive
position for more than 3 years consecutively. No person can be on the Executive
for more than 5 years consecutively. They can rotate out to the general board
if they wish. This is to avoid burn out.

6)Membership of SFFANZ. Because
SFFANZ is a new organisation, ways of obtaining membership will be rolled out
over the next few conventions. Section (a) Designates the way membership will
work initially. Section (b) designates the way that membership will work when
it’s appropriate to switch. We are still discussing section (b) in the group.
This will be completed a bit later on.

a)At a natcon, membership in
SFFANZ can be obtained by ticking a box on the registration form. At the first
convention, the only money asked for will be in the form of donations.

i)Fans can also join by writing to SFFANZ, and asking to
join. Fans not on email are asked for a donation to cover postage expenses.
Suggested amount will be $5.

b)Membership can be obtained by:

i)Registering through a Natcon and paying a membership
fee. The natcon acts as an agent for SFFANZ in this case, and passes the money
and membership details to SFFANZ when appropriate.

ii)Membership can be obtained by
joining individually directly to SFFANZ and paying the membership fee.

iii)All memberships will continue
until the start of the NEXT natcon.

(1)Eg. A fan joins 3 months
before a Natcon in Year X. Membership continues until the start of the Natcon
in Year X+1. This method potentially allows membership periods of about 2 years
if the fan takes out membership early enough. But membership will only
encompass one Natcon / AGM.

(2)In the event a natcon is not
held in one year, an AGM will be arranged for that year. At the completion of
the AGM, memberships that would have lapsed before that year’s natcon, will
lapse.

c)Lifetime Memberships may be
conferred, by vote of the members. These memberships have full voting rights in
perpetuity.

d)Honorary memberships may also
be conferred. This class of membership has no voting rights.

e)Membership benefits are:

i)The right to attend the AGM, any SGMs, and committee
meetings.

ii)The right to vote for matters
concerning SFFANZ including the next natcon.

iii)The right to vote on the fan
awards, SO LONG AS the membership will not lapse prior to the AGM at which the
votes are declared.

iv)Any discounts or similar
arranged by SFFANZ on behalf of its members.